Request Letter for Documents [Free Samples]

Learn how to write a request letter for documents. Use our sample request letters for documents as a template for your request letter.

Sample 1 – Request Letter For transcript

Jennifer Comings
90 St. Rt. 193
Jackson, Ohio 45640

December 10, 2020

Ohio State University
2300 Lane Ave.
Columbus, Ohio 43232
Attn: Admissions Department

Dear Ms. Johnson,

I need to get a copy of my full transcript with the Ohio State University. I understand that there is a charge for this document of $250 according to the universities regulations. I have enclosed a money order for $250. 

I am a proud graduate of Ohio State from 2018, with a Master’s Degree in Psychology. I need a copy of these documents for a potential job as a counselor at Herbert Mills Elementary School.

To help you access my files quickly, my Social Security Number is 123-09-0000. My official Ohio State Student Identification number is OH1726664. I need the transcripts mailed to my home address at:

Miley Catherin Sizemore
90901 St. Rt. 124
Portsmouth, Ohio 45662

I appreciate your prompt attention to this matter, as these documents are a requirement of my interview. By receiving this documentation quickly, I will be able to attend the interview with the correct paperwork in hand. 

If you should have any questions, please feel free to contact me at 740-354-6585. I can be reached anytime by phone or email at mcsizemore@gmail.com.

Sincerely,

Miley C. Sizemore
Enclosure

Sample 2 – Email Request For Birth Certificate

Subject: Request for Birth Certificate

To Whom It May Concern:

This is a formal request for a certified copy of my birth certificate to be sent to [ADDRESS]. I need it to apply for a passport. I am including the required information to assist in locating the document:

My Full Name and Sex: Applicant’s Full Name as on the birth certificate and Sex: Male
Father’s Name: Name of Father
Mother’s Name: Name of Mother
Mother’s Maiden Name: Maiden Name of Mother
My date of birth: DATE
My Place of Birth: Name of Hospital, Address of Hospital, City, County, State

I can be reached at [Phone Number] or at [Email Address] if you have any questions or need any more information.

Sincerely, 

[Your Name]

Sample 3 – request letter for dental records

Rudy Parker
1219 Wooden Road
Pleasant Hill, NJ, 08046

May 18, 2020

Dr. Benson
Happy Smile
2400 Cherry Road
Pleasant Hill, NJ, 08046

RE: Requesting copies of my dental records. ID number: #234654

Dear Dr. Benson,

I am writing this letter to request copies of any dental records of mine that you have. 

I have understood that according to the Health Insurance Portability and Accountability Act (HIPAA) and Department of Health and Human Services regulations, I am entitled to have copies of my dental records.

I was treated in your dental office from 01/01/2016 to 04/01/2020. I would like copies of all of my dental records including, consultations with specialists, referrals and any other record in my file.

I understand you may charge a reasonable fee for copying the records, as well as for postage to mail the reports to the above address. However, you will not charge for time spent locating the records.

I hope to receive the above records within 30 days as specified under HIPAA or receive a letter stating the reason for any delay. I can be reached at 555-153-4567 or a rudy@email.com if you have any questions.

Thank you for your time attending to this matter.

Sincerely,

Signature
Rudy Parker
List of enclosures if an addressed envelope is enclosed or a medical release form

Sample 4 – request letter for Debt Validation

Your Name
Your Address
City, State, Zip Code

DATE

Name of Collection Agency
Address of Collection Agency
City, State, Zip Code

Re: Give Account Number Here

To Whom It May Concern:

This letter is in response to a notice of debt I received from you on DATE. 

It is not a refusal to pay the debt, But a notice That I am disputing it and requesting validation.

According to the Fair Debt Collection Practices Act (FDCPA), I have the right to ask for a validation of the debt you claim I owe.

This is not a request to verify my mailing address, it is a request for proof according to 15 USC 1692g Sec. 809 (b) of the FDCPA. Kindly provide me with valid evidence that I need to pay you for this debt.

Please provide the following information:

  • Your license numbers and Registered Agent
  • Proof that you are licensed to collect in my state
  • What the money you say I owe is for
  • How you calculated what you say I owe
  • A verification or copy of any judgment if applicable
  • Copies of any papers that show I agreed to pay what you say I owe
  • Proof that the Statute of Limitations has not expired on this account
  • Identify the original creditor
  • The name and address of the bonding agent for your collection agency in the event legal action becomes necessary

If any invalidated information has been reported to any of the three major Credit Bureaus, it might be considered fraud under both state and federal law. 

Due to this fact, if any negative mark is found on any of my credit reports by your company or the company that you represent, I will not hesitate in bringing legal action against you for the following:

  • Defamation of Character
  • Violation of The Fair Debt Collection Practices Act
  • Violation of the Fair Credit Reporting Act

If you provide the requested documentation, I will need 30 days or more to investigate the debt. 

During that time, all collection activity must stop. Also, during this validation period, if any action is taken which could be considered detrimental to any of my credit reports, I will consult with my legal counsel. 

This includes any information given to a credit reporting bureau that is invalid and inaccurate.

If your offices fail to respond to this validation request within 30 days after receiving this letter, all of the information that is related to this account must be completely removed from my credit report, and a copy of my new, accurate credit report should be sent to me immediately.

All future communications with me should be done in writing and sent to the address noted in this letter.

This is an attempt to correct your records, any information obtained shall be used for that purpose.

Sincerely,

Your signature
Your printed name
List of enclosures

Sample 5 – request letter for Medical Records

Your Name
Your Address
City, State, Zip Code

DATE

Name of Healthcare provider
Name of Hospital or other Facility if applicable
Address of Healthcare provider
City, State, Zip Code

RE: Requesting copies of my medical records. ID number: NUMBER

Dear Name of Healthcare Provider,

I am writing this letter to request copies of any medical records of mine that you have. 

I have understood that according to the Health Insurance Portability and Accountability Act (HIPAA) and Department of Health and Human Services regulations, I am entitled to have copies of my medical records.

I was treated in your FACILITY from DATE to DATE. I would like copies of all of my blood test results, imaging studies, operative reports, as well as notes from doctors and nurses, consultations with specialists, referrals and any other record in my medical file.

I understand you may charge a reasonable fee for copying the records, as well as for postage to mail the reports to the above address. However, you will not charge for time spent locating the records. 

I hope to receive the above records within 30 days as specified under HIPAA or receive a letter stating the reason for any delay. I can be reached at 555-123-4567 or a Name@email.com if you have any questions.

Thank you for your time attending to this matter.

Sincerely, 

Your Signature
Your Printed name
List of enclosures if an addressed envelope is enclosed or a medical release form